Student Entry & Transition Coordinator
British Columbia Institute of Technology
Burnaby, British Columbia, Canada
2d ago

Position Summary

BCIT’s Student Services department is seeking a regular, full-time (1.0 FTE) Student Entry & Transition Coordinator. This position is responsible for the review, development and implementation of programs and activities that will assist students to effectively transition into and through the BCIT student life-cycle, and enhance student’s success within their area of study.

Leading a broad range of services and activities specific to the informing, supporting, and welcoming of students to the various campuses, the coordinator works in collaboration with relevant stakeholders to implement an institute-wide, on-going student entry and transition plan.

Responsibilities include developing and delivering pre-arrival skills training, recruiting and training volunteers and student staff, coordinating entry and transition activities for all BCIT campuses and all BCIT student populations, developing a variety of training and promotional materials, and participating in administrative activities that support the department.

Duties & Responsibilities

DUTIES & RESPONSIBILITIES :

Program Development and Implementation

  • Assesses and evaluates the information and support provided to incoming students within the various programs, at the various campuses, and for various student populations at BCIT, and develops a comprehensive student entry and transition plan for the institution.
  • Develops, implements and assesses a calendar of key messages and events targeted to presenting needs that could hinder student success at different times of the year throughout the BCIT student lifecycle.
  • Develops and assesses achievement of entry and transition programming learning outcomes.
  • Conducts surveys and facilitates focus groups and small working groups to collect and analyze findings related to the student entry and transition experience.
  • Coaches and supports faculty and staff in the development and delivery of student entry and transition information and activities, including building understanding and buy-in of key entry and transition messaging.
  • Develops and delivers various presentations regarding program initiatives, outcomes, and activities.
  • Develops and implements a volunteer and student staff recruitment strategy to assist with entry and transition programming.
  • Develops and maintains collaborative relationships with stakeholders : faculty, managers, students, the Student Association and relevant community organizations that inform and assist in developing student entry and transition programming.
  • Researches and reviews relevant best practices in order to ensure BCIT entry and transition activities, content, and format are maintaining a high degree of relevance and currency.
  • Researches and develops multi-media tools to aid in student transition and entry such as : webinars, online learning modules, handouts, presentations, and information sessions.
  • Maintains and assesses centralized records of student entry and transition activities and initiatives.
  • Works with key members of academic and service departments to develop and implement appropriate entry and transition activities.
  • Arranges for sponsorship and / or donations for entry and transition activities.
  • Orientation Coordination

  • Works with various internal departments in the preparation and delivery of small and large scale student welcome activities on all campuses.
  • Oversees event planning and logistics and monitors event budget and expenses.
  • Creates and circulates event promotional material and maintains an appropriate social media presence in conjunction with the BCIT Marketing & Communication department.
  • Actively participates in various events that promote student entry and transition.
  • Ensures that volunteers are assigned to specific roles, monitors the delivery of events and ensures objectives are met through ongoing consultation with stakeholders.
  • Keeps the Associate Director and department coordinators apprised of new issues and trends in the area of student transition needs and activities.
  • Program Monitoring and Administration

  • Designs and maintains records of entry and transition events such as participation statistics, planning details, vendors, budgets and expenses.
  • Gathers and maintains a comprehensive record of all BCIT program start and end dates to assist in well-timed event planning.
  • Develops and distributes communication material to students in an effective and timely manner.
  • Develops and implements internal entry and transition communications plan for staff and faculty.
  • Works collaboratively with various departments across the Institute in the development and maintenance of entry and transition material.
  • Maintains departmental website.
  • Monitors departmental budget and follows up on anomalies.
  • Curates all relevant resources and training materials and ensures materials are up to date and accurate, and that appropriate inventory levels are maintained.
  • Sets direction for volunteer and student staff with respect to administrative processes and procedures by ensuring compliance with applicable Institute practices, policies, and collective agreements.
  • Coaches and mentors volunteer and student staff and provides constructive feedback as appropriate
  • Exercises sound, independent judgement and discretion in making recommendations on operational matters.
  • Addresses concerns and determines the nature of importance and resolves problems, seeking guidance or direction as required.
  • Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
  • Undertakes related duties as assigned, consistent with the job grade of this position.
  • BENEFITS OF WORKING AT BCIT :

  • Being a part of BC’s Top 100 Employers, and a member of the CCDI.
  • A generous Total Compensation package which includes extended health and dental benefits and a superb pension plan.
  • Access to Professional Development Funds and opportunities for career development.
  • Increase your knowledge with Tuition waivers for BCIT courses.
  • Enjoy subsidized parking and discounted access to our fitness facilities (including classes like Yoga and Zumba).
  • Additional Wellness and Employee Assistance programs.
  • QUALIFICATIONS :

  • Bachelor’s degree in a relevant area of study such as education, psychology, or communications.
  • Access to regular and reliable transportation on a regular basis to facilitate participation in events at all campuses.
  • Two years general experience plus up to four years related experience in a post-secondary, student services environment including demonstrated experience in a leadership role in planning, coordinating, delivering and evaluating student events.
  • Program planning experience, including the development and assessment of event learning outcomes for diverse adult populations.
  • An understanding of student development theory and student life programming is required.
  • Excellent written, verbal and interpersonal skills with the ability to build relationships and deal effectively with a wide variety of people.
  • Excellent ability to develop and deliver public presentations.
  • Demonstrated ability to work with diverse cultures and communities.
  • Proven ability to work independently and effectively in a team environment.
  • Ability to deal with difficult or sensitive matters, using tact, discretion and confidentiality.
  • Proven ability to liaise with various stakeholders and provide exemplary customer service.
  • Excellent critical thinking, planning, coordination, and follow-up skills.
  • Proven ability to plan, oversee and complete projects.
  • Detail-oriented with demonstrated ability to handle multiple and changing priorities, and respond to a variety of demands in a busy environment in a professional manner.
  • Must be flexible, willing to take initiative, and be self-directed.
  • MS Office (Office and Excel) at an advanced level.
  • Experience using institutional software systems (such as Banner).
  • Experience with maintaining electronic calendars and schedules.
  • Proficiency with various social media platforms.
  • Experiencing using and developing online learning platforms (such as D2L).
  • Ability and willingness to be learn new systems.
  • Please note : These are the minimum required qualifications. This position is a day shift position as defined in Article 14.

    1 of the Collective Agreement .

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